Student Photo Policy at the University of Central Oklahoma

UCO Student Photo Policy

Introduction  

The University of Central Oklahoma collects photographs of students, faculty and staff for its business/academic functions. Therefore, it is incumbent upon the University to have a policy protecting this information from misuse or unauthorized access.

This policy relates only to student identification (I.D.) photos. It does not extend to student photographs taken for other purposes (athletic events, campus events, public relations photos). These identification (I.D.) photos, collected and stored digitally may be accessed or shared for business/educational operations. Unauthorized access or misuse of this information may have negative consequences. In addition, the use and dissemination of student photographs falls under the Family Educational Rights to Privacy Act (FERPA).

Electronic Student I.D. Photo Policy

At the University, electronic student I.D. photos are considered educational records and classified as personally-identifiable or non-directory information under the Family Educational Rights and Privacy Act of 1974. Only University officials who have been determined to have legitimate educational interest (See Glossary) will have access to these records without the student's written consent.

Specifically, it is the policy of the University to release personally identifiable information from the education records of a student, without written consent, to appropriate university officials. These would be faculty, staff or agents of the University working with that student in admission, registration, advisement, counseling, teaching, financial aid, student conduct, safety, security, payment of fees or any other activity directly related to the student's academic program and pursuant to law or governmental regulation. Faculty access is limited to the student I.D. photos for classes in which that faculty member is the instructor of record.

Attempts by other individuals or organizations to access the records without the written consent of the student are considered a violation of University policy/federal law. Examples of violations include, but are not limited to: 1)illegally accessing information from student, faculty, or university computers; 2)misrepresenting themselves to obtain another student's personally identifiable information; 3) using a student's ID number without his/her permission to gain access to University services.

The recipient (including the officers, employees, and agents of the party of the recipient) may use the photos only for the express purposes for which the disclosure was made. These requirements do not apply to disclosures made pursuant to court orders or to lawfully issued subpoenas.

Re-disclosure of Student Photos

 Any disclosure or re-disclosure of student I.D. photos under this policy must meet the following requirements:

Electronic Photos Policy Directives

Revision History  

Effective April 2008

Revised June 2009 Student Photo Policy

Glossary

Legitimate Educational Interest  

A legitimate educational interest is one that enhances the student's development through teaching, data gathering and record keeping, academic advising, counseling, placement, testing, financial aids, housing, remedial and co-curricular activities or related educational goals.

Legitimate Educational Interest (LEI) means:

The photo is relevant and necessary to the accomplishment of some task or determination that is in support of the student's education; and

A campus official is deemed to have Legitimate Educational Interest in a particular photo if the information requested is relevant and necessary for that official to:

 Any individual designated by the University of Central Oklahoma to perform an assigned

function on behalf of the University. A campus or University official may be a person employed by the University in an administrative, supervisory, academic, research, or support staff position.


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